When you need to use an option that is not included in the default invoice templates (Next Month, Current month, Last month), you can use the Custom invoice template to customize your invoice.
To access the Custom invoice template, click on the Invoice For: pull-down and choose Custom.
Once selected, you will have more options to choose from near the bottom. See below for explanations of each option.
- Show only (All / Uninvoiced) Transactions –
Includes all uninvoiced items (except payments) within the date range of the invoice. You can see if an item is uninvoiced by looking at the Invoice column on the transaction log. Only the latest invoice is recorded for each transaction. If you delete the latest invoice, then the item will no longer be an Invoiced Transaction even if it appears on an earlier invoice. CAUTION: Never use this item to create a statement – only an invoice. Do not use this item with a “Show Previous Balance” option or “Show Payment” option.
- Show Scheduled (future) charges, if any –
This will place any scheduled, but unattended lessons or Flat Fees within the date range of the invoice on the invoice.
Flat Fee – If the student is charged by Flat Fee, then the computer looks for a flat fee in the invoice date range, and places it on the invoice. If it does not find it, then it creates it. This includes months in the past that you may not have charged the student by Flat Fee, so if you have changed a Billing method for a student, do not go back and invoice that period.
Per Lesson – The invoice will show all lessons within the date range regardless of the attendance setting and place the charge on the transaction log as a “scheduled” lesson. If you make changes to the lesson, then it will no longer match the transaction log, and will be removed from the transaction log. (FYI - since invoices are a snapshot of the transaction log at the time the invoice was created, if make a change to a student/family account, you may want to create a new invoice to reflect this change)
- Show Payments –
Places any payments within the date range of the invoice on the invoice. The payment will be added to the invoice total, so make sure the invoice includes any corresponding charges for that period to balance the payment (Include all transactions). Otherwise, the invoice will show your student owes less than they do. Do not use with the “Show Uninvoiced Items” option.
- Show Previous Balance and Date Range –
This will show the balance of the account the day before the starting date of the invoice. The statement you create, will use the Previous Balance as a starting point for its calculations. Do not use with the “Show uninvoiced Items” option. If you do not use this option, then the system will only total the items on the invoice. If the student has an account credit or balance, it will not be included in the calculation.
- Create invoices/statements even if amount due is zero –
This option is to allow you to create an invoice for a parent/student account that has zero balance. Maybe you want to show the charges and the attendant payment with a zero balance - this option will allow you to create an invoice for this situation.